Minutes:
Motion 1:
Councillor K M H Lagan advised that he wished to make the following amendment to Motion 1:
Members review the provision of land supply data and change to build out rates as advised by the developeron a quarterly basis and that the annual land supply statement is reviewed and agreed by Council prior to publication.
The Chairman advised that the amendment was acceptable.
The Strategy, Policy and Communications Manager then provided the Council with a detailed operational update in response to the Motion advising that the Performance, Governance and Audit Committee received a quarterly position statement in respect of the Five-Year Housing Land Supply (5YHLS). The Officer highlighted a number of considerations should the quarterly report requested by this Motion be agreed. The additional wording suggested by Councillor Lagan had been discussed by the 5YHLS Working Group and advice of a barrister was being sought.
In response to a number of questions raised during the lengthy debate that followed, the Officer advised:
· The 5YHLS Working Group had a Terms of Reference and no time limit.
· Completion of properties for planning and council tax purposes was different, although Council Tax and other records were used as indicators the final check was via a site visit. It was clarified that sites visits for planning purposes were to validate whether buildings were occupiable.
· The Officer confirmed that by approving the Motion the Council would be delaying publication of the 5YHLS until July.
The Leader of the Council recommended that the Council wait until it had received the findings of the Working Group. This could then lead discussions and identify recommendations to take forward.
The Chairman moved that the Motion as amended be voted on. In accordance with Procedure Rule No. 13 (3) Councillor K M H Lagan requested a recorded vote, this was duly seconded.
In response to a query, the Monitoring Officer provided the Council with information regarding Purdah which would begin from 13 March 2023 and the government advice to not consider any contentious issues during this period. However, normal business could be transacted by the Council.
The Director of Strategy, Performance and Governance clarified that the Officer’s advice was to publish the 5YHLS in April and reiterated that agreeing the Motion would mean a delay in publication.
The Chairman moved to the vote and the voting for the Motion was as follows:
For the recommendation:
Councillors M G Bassenger, Mrs J L Fleming, A S Fluker, K M H Lagan, S P Nunn, N G F Shaughnessy, P L Spenceley, W Stamp, E L Stephens, C Swain and S White.
Against the recommendation:
Councillors R G Boyce, Mrs P A Channer, A L Hull, S J N Morgan and Mrs M E Thompson.
Abstention:
Councillor Mrs J C Stilts.
The Chairman declared that the Motion 1 was therefore agreed.
RESOLVED that Members review the provision of land supply data and change to build out rates as advised by the developer on a quarterly basis and that the annual land supply statement is reviewed and agreed by the Council prior to publication.
Motion 2:
Councillor Lagon presented Motion 2, as set out below, to the Council advising that he was seeking to ensure the Council had a structure in place where people were available to help members of the public either directly or by passing them onto another other who may be in the building or contactable via Teams or the telephone.
‘That council returns to an open-door policy from 09:00 – 4:00pm daily (Monday to Friday) and has a fully staffed front desk presence that can direct visitors to officers who can assist in resident enquiries.’
In response the Senior Manager – Service Delivery advised Members that the Council currently delivered a face-to-face service for residents who were unable to access the digital service. The Council Offices reception was open 10am – 4pm every day (Monday to Friday) and resourced by Customer Services Advisers who were able to deal with most enquiries. Although an appointment was encouraged, no-one was turned away and all customers assisted. The Officer then provided further detailed information regarding the current service which was being delivered in accordance with the key principles emerging from the recently approved Customer Strategy, this information included:
· Since opening the Council’s reception, the types of enquiries had remained very similar e.g., dropping off forms / documents, collecting supplies of recycling sacks, with most enquiries being dealt with by the Customer Service team. Customers were encouraged to use digital channels but this was not always possible or appropriate.
· Digital support was available from various partners including Barclays Bank and the Community Voluntary Service.
· Previously a high number of callers to the Council Offices related to the Benefits or Council Tax service, however the number of such calls had reduced with vast majority now being dealt with over the telephone.
· The Council was working with One Maldon partners to develop a Community Hub to provide support for the most vulnerable residents and to support digital inclusion. Updates would be report via the One Maldon Partnership Group and as part of this work included a review of how the reception space was used by partnership would be undertaken.
Members discussed the Motion and a number of Members commented on the current arrangements and use of the Council’s reception area.
Councillor S White proposed an amendment to the Motion that it be referred to the Strategy and Resources Committee. This was duly seconded.
In response to further questions the Officer explained that a facility for members of the public to contact officers digitally (from reception) had been put in place. She went on to advise of some further changes that were being explored.
The Leader of the Council referred to the need to cover all customers in terms of inclusivity and referred to the Customer Strategy which the Strategy and Resources Committee had been reviewing.
At this point, Councillor White withdrew her earlier amendment to the Motion.
The Chairman then put Motion 2 to the Council, and this was duly agreed.
RESOLVED that the Council returns to an open-door policy from 09:00 – 16:00 daily (Monday – Friday) and has a fully staffed front desk presence that and direct visitors to officers who can assist with resident enquiries.